Privacy

Introduction

The DanceXchange Ltd (DanceXchange) is the producer of Birmingham International Dance Festival (BIDF)

Our privacy policy explains how information is collected, used and disclosed by DanceXchange with respect to your access and use of our services, through the DanceXchange and Birmingham International Dance Festival websites.

The DanceXchange Ltd (“we”) promises to respect and keep safe any personal data you share with us, or that we get from other organisations. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

Developing a better understanding of our customers through their personal data enables us to shape the work we do and to market and fundraise more efficiently.

We operate an ‘opt-in only’ communication policy. This means that we will only send marketing communications to those that have explicitly stated that they are happy for us to do so via their preferred channel(s) (email, SMS, phone or post).

Our marketing communications include information about our latest programmes, news and activities. If you would like to receive such communications but have not opted in, please contact us on info@dancexchange.org.uk or call 0121 667 6730.

The language used in this policy is designed to make it accessible and easy to understand.

Where we collect your information from:

We collect information in the following ways:

DIRECTLY

You may give us your information in order to register for a class or event, book a ticket, provide comment or feedback, make a donation, purchase our products or communicate with us.

INDIRECTLY

Your information may be shared with us by partner venues and organisations, for example Birmingham Hippodrome, or fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to share your data with DanceXchange or Birmingham International Dance Festival and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data

OTHER ORGANISATIONS

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our customers, and improve our programme, marketing and fundraising methods. This may include information found in places such as Companies House and information that has been publically published.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information may come from the following sources:

Third party organisations. You may have provided permission for a company or other organisation to share your data with third parties, including arts organisations or charities. This could be when you buy a ticket for an event or sign up for a workshop.

Social Media. Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

COOKIES

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

We use cookies for the following purposes: to identify you when you visit and navigate our website or log on to your account. Cookies help us to store your preferences and personalise the website for you and protect user accounts. We also use cookies to analyse the use and performance of our website and services

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website. For example, we use Google Analytics to analyse the use of our website.

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

What personal data we collect and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

Customers

If you register for a class or event, or book a ticket, make a donation, sign up as a volunteer, or buy something from our shop, we will usually collect:

Your name

Your contact details

Your date of birth

Your bank or credit card details (where relevant)

Marketing/mailing list preferences

If you register for our class programme or hire our studio, your data will be stored on our Mindbody system. Their privacy policy is here and their security policy here

We will mainly use your data to:

Provide you with the services, products or information you asked for

Administer your donation, including processing gift aid

Keep a record of your relationship with us

Monitor your transaction record

Ensure we know how you prefer to be contacted

Maintain backups of our databases

Understand how we can improve our programme, services, products or information.

Building profiles of supporters and targeting communications

We may process data about your use of our website and services. This may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.

This data enables us to better understand your interests and preferences in order to improve the customer experience, allowing us to tailor the content of our website more effectively and to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available.

Direct Marketing

With your consent, we will contact you to let you know about our latest programme, news and opportunities and fundraising initiatives. We use the mailing company Mailchimp to manage this activity. Their privacy policy is here. Occasionally, we may include information from partner organisations or organisations who support us in these communications. We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us on 0121 667 6730 or marketing@dancexchange.org.uk

We do not sell or share personal details to third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.

Financial Transactions

Financial transactions relating to our website are handled by our payment services providers, Stripe, Paysafeand GoCardless. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at Paysafe here and in more detail here . Stripe here and GoCardless here

Sharing your story

Some people choose to tell us about their experiences with dance, such as our Young Reviewers. They may take on a role as an ambassador or volunteer. This may include them sharing information related to their life in addition to their biographical information.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our advocacy and fundraising work, or in documents such as our annual report.

Children’s data

We collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child. Information is usually collected when children attend our classes or events.

Where possible and appropriate we will seek consent from a parent or guardian before collecting information about children. Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.

How we keep your data safe and who has access

We ensure that there are appropriate technical controls in place to protect your personal details. For example, our network is protected and routinely monitored. We ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Your data may also be available to our website provider to enable us and them to carry out analysis and research on demographics, interests and behaviour of our customers and users to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. Our website developer and host is Smile and their data protection policies can be accessed here

Our data is stored on secure servers located in UK data centres which conform to the ISO27001 standard. Data is protected virtually, and firewall protected against viruses and other types of attacks. We have a data backup process in place.

Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Third party websites

Our website includes hyperlinks to, and details of, third party websites.

This privacy policy only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them. If you use any link on our website, we recommend you read the privacy policy of that website before sharing any personal or financial data

We operate a number of social media pages (including Facebook, Twitter, YouTube and Instagram). Although this policy covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

Keeping your information up to date

Personal data that we process for any purpose shall not be kept for longer than is necessary for that purpose or those purposes. Currently, this is not longer than 7 years.

We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or those of another person.

We really appreciate it if you let us know if your contact details change.

Your right to know what we know about you, make changes or ask us to stop using your data

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for an event) we will do so. Contact us on 0121 667 6730 or info@dancexchange.org.uk if you have any concerns.

You have a right to ask for a copy of the information we hold about you, although we may charge £10 to cover the costs involved. If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to DanceXchange, Birmingham Hippodrome, Thorp Street, Birmingham, B5 4TB. We do not accept these requests by email so we can ensure that we only provide personal data to the right person. We may withhold personal information that you request to the extent permitted by law.

Changes to this policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the BIDF or DanceXchange Website or by contacting you directly.

If you have any questions, comments or suggestions, please let us know by contacting us on 0121 667 6730 or info@dancexchange.org.uk.